Biobibliography changes for 2016-17

The following is a summary of the updates to the Biobibliography Guidelines and DivData Biobibnet system, effective with the CALL for 2016-17 personnel actions:


All biobibliography entries should include enough information to clearly determine whether an entry falls within the period of time under review.

Biobibnet has been updated with a new method for entering dates, including a quick-entry feature for academic years. A year is required; the quarter or month is recommended for sorting and review period identification. Dates previously entered in Biobibnet have been converted to the new format. Dates that could not be converted have been appended to the citation.  read more about the new format and conversion

Clarification on Sorting:

For entries with a date range, it is preferred that the end date of the range be used for sorting purposes.

Biobibnet users will no longer need to enter a “Sort Year.” The system has been updated to automatically sort entries in reverse chronological order by entry date (or end date of range) to conform with the guidelines.

Scholarly and Creative Work:

Accomplishments in faculty research and creative activities are listed under one section titled “Scholarly and Creative Work.” (Earlier guidelines asked for two sections titled “Writings and Creative Activities in Progress” and “Publications and Scholarly Work.”)

If unfinished works are included, they should be listed first and in a separate category than completed work. (Biobibnet will italicize and append “In Progress” to the relevant category title, e.g. Books In Progress.)

In Press:

To better reflect the consideration given to scholarly and creative work with ‘In Press’ status, these items should be listed with completed work, rather than with works in progress. “In Press” status should be noted at the front of the citation. Publication date may be included if known.


The guidelines for annotating research and creative works for personnel review have been updated to be more relevant to online review files. The annotations “Reviewed” and “Forwarded” have been combined and replaced with an "In File" annotation requirement, denoted by an asterisk to the left of the citation's reference number. The annotation of "New" and "Revised" work is only required for entries designated as “In File.”

Outside Professional Activity:

Based on feedback from the advisory group, the biobibliography section Outside Professional Activity should immediately follow Research and Creative Work and precede University and Public Service. Biobibnet has been updated accordingly.

Mentoring and Advising:

The Student Supervision section has been renamed Mentoring and Advising, as it includes mentorship of postdoctoral scholars. Sort order within this category should be by type of mentee (e.g. doctoral students), then advisory role (e.g. primary supervisor), and then descending date.

Biobibnet has been updated to reflect the new format. An optional notes field has been added to capture additional relevant information such as the mentee’s field of study, current or last known position, progress toward degree, etc.

Updated format for Biobib document header:

The header in Biobibnet has been reformatted, and the recommended logo (if one is being used) for biobibliographies is the UC Santa Cruz vertical logotype, available for download from the campus identity site.

 sample biobib header


The format and terminology of the Biobibliography Guidelines have been edited for clarity.

Other changes for Biobibnet Users

In addition to the changes to the biobib format, we are also working to improve the data entry experience. The first of these improvements are available now; with more to follow over the coming year.

  • Biobibnet entry screens now include a 'Save & Next' button to allow users to more quickly make multiple entries.
  • When the user is done creating or editing records, the system returns to the last-saved entry in the list, with a ‘scroll to top’ option appearing in the lower right of the browser window.

  • On the Courses Taught tab, the Review Status annotations were removed, as the list of included course evaluations is captured in DivData Review.

About the Date Conversion:

Until the April 2016 update, DivData Biobibnet contained a "Sort Year" field and text fields for begin and end dates. This structure, while highly flexible in terms of how dates could be entered, required additional data entry and did not support sorting of entries within a given year.

The new format uses begin and end date sets, each of which includes fields for Year (YYYY), Quarter/Month, and Day. The system is then able to sort entries appropriately based on the level of date information entered.

Using a programming script, the system "read" the text in the old begin and end date fields, and converted them into the new "Year, Quarter/Month, Day" format. When the system was unable to dicipher the information, the 'sort year' was copied into the new date field and the exact text in the old begin and end date fields was added, in parentheses, at the end of the given entry, thus ensuring no date information was lost.

Special note re numeric European-formatted dates: Numeric European-formatted dates (DD-MM-YYYY) in which both the begin and end dates contained only days from 1 to 12 (e.g. 08-01-2010 to 11-01-2010) may have translated incorrectly. If you use this format, please contact us to request a special report that will assist you in reviewing these dates. We will be happy to correct any such errors. Entries with numeric dates where one or both days were larger than 12 were converted using the sort year and appending the date-field text to the entry. The system was able to correctly convert European-format dates where the month was spelled out in a recognizable format, e.g. "12 Mar" or "5 March."

Biobibnet users were notified, and those with concerns regarding their date migration results are welcome to contact